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Handyman receipt template for teams

in this video we will review the functions of the microsoft excel handyman database and report generator this database does not only generate reports you can also generate customer invoices as well the first thing you want to do when you get your copy is head over to the settings page and set it up the way you like here you will set your hourly rate your tax rate your business information and your agreement those are the four things that you would need to set up on this page so we have our hourly rates that is 50 bucks an hour our tax set at 35 percent uh company name phone email web address the name of the contact person for the company once we're done filling this out we head back over to the home page we have five buttons listed here we'll go over uh the functions of each of these buttons the first button is the all-in-one button there's multiple functions to this one button that's why it's called the all in one so let's go ahead and open up the all-in-one the first tab you agree with is the calculator tab second tab is the project details tab third tab is the customer details and the last tab is the lookup tab we'll go back to the calculator tab how to use that particular tab in the right column project details customer details and customer lookup for right now let's just focus on this calculator we met a new client they heard about our work and they want to do some business with us four day job a potential start date of 9 25 of 2020. and so four days would be nine 29 i'm sorry yes 9 29 20 20. we just need a single uh two digit year five hours each day that will give us 20 hours okay 5 times 4 is 20. so we'll say 5 hours we're going to work each day to get this job done in those 20 hours and um now also with this job we may need some special tools that we don't have that we may need to rent from lowe's or home depot or something like that so we're going to put a 200 tool rental fee also the customer has some materials but we always charge extra for materials regardless if the customer has or not this is to cover um running out of materials or needing extra materials on top of what the customer has because if the customer has some materials and the materials that they have is not enough to cover the job we have to go back and ask them for more money but we don't have to since we already budgeted for that so we're going to put 200 of materials because the customer has some materials if the customer had no materials then we would that material cost would be higher this job and requires us to work with some dangerous materials so we have this box is for the hazardous materials fee so we're going to put a 100 hazardous material fee we may need some extra help to complete this job so we may have to hire somebody else to come in and help us out we're going to pay that person 200 bucks and incidentals can be whatever you want it to be it's miscellaneous so in this miscellaneous box is where we're going to put our our uh guaranteed markup profit which we want to our guaranteed market profit to be 500 bucks we want to make 500 from this job regardless of anything else so we know that it's already included in the quote so we're going to put 500 bucks in there now we hit calculate that tells us that this five-day job is going to cost 2 200 bucks so we talk to our client ask them if this is a reasonable price they say yes go ahead let's go ahead and do it once they say yes we let them know that on top of this uh 222 dollars if we notice there's no taxes anywhere on this calculator taxes will be included once the job has started and the information that the customer gives you as the customer says yes then we then we include the taxes there's no need to calculate for the taxes ahead of time we can but it's a 35 text as we saw when we looked at the settings page so that will be calculated later but once the client says yes go ahead and do the job we hit new project the new project button and took to start the process once we hit that we are taken over to the project details page and all of the information that we we just entered in has been transferred over but we cannot change it we cannot change that information because that's what we called it to our client already and the client has already agreed on it so we can't go back and change it now the only thing we can do we can give them a discount and we can add in the actual description of the job that we're going to be doing now this job is going to be uh it's going to be in it's going to be in a basement we're going to be doing repair repairing some sump pumps so we hit that this handyman database comes pre-loaded with all of these different types of uh projects or job descriptions okay project description or job description however you whichever you would like to call it is listed here as project description however you can type on top of that if you would like to whatever you would like to type you can actually add something there okay you know if you don't if you don't see the job that you're going to be doing listed here you can just type it it will not be added to automatically added to the database whatever you type will not be added to the database that will be an update for our future version once we've added our description we're not going to give a discount and we hit continue and we go ahead now we're going to go ahead and get the customer name the last name is going to be jack first name joe jack that's his name that's the customer's name joe jack lives at 999 any any street any road in any any town and the state is oh make him live in california we're going to put our zip code in 909 111222 home phone number we don't really need a home phone number and we'll just put him as j j dot com for his email now once we hit add the add project button this adds the all of this information is going to get added to the database there's a maximum capacity of this database of 5000 entries so we go ahead and add a project and we can see a new project successfully added to database it's the lookup function in this box we search for the only thing we search for is project number we don't know the project number but we know that the number has a zero in it most of the project numbers will have a zero in them so we'll hit zero and search and we can see the last one that we just end with joe jack these are other tests we're going to follow these instructions to make an edit his first name is joe last name is uh i don't know james okay we'll change his last name from jack to james so we want to make an edit and these are the instructions right here with just three steps we double click on the uh the name in the search results box we double click on this name double click then in the customer details we change it as needed and then we come back and hit the apply button apply changes button which is right here so we go over to customer details his last name is not jack his last name is james james we come back over and we apply the changes and that's it it's been updated his name is now joe james that's how that works the next button on our list is the customer invoice button on the invoice we'll just go over the basic parts of this invoice we have the uh customer information business information invoice details price breakdown payment terms project description the agreement that you filled out on the settings page and then we have some space on the bottom for signatures this is the customer signature and the business contact person signature business contact person the name of the is all automatic is pre-populated here and the customer name is pre-populated here that's being pulled from here and the contact person's name is being pulled from the settings page we're gonna go over to we remember it was invoice number eight that we were working with that was mr joe james as we can see this project had does not have a status because it hasn't been started yet we have not received the down payment yet but there is a down payment in the payment terms it says at 14.85 which represents half of the total cost for this project is due up front prior to any work beginning the balance is due upon completion of this project so remember we quoted our customer twenty two hundred dollars for this project however there was a thirty five percent tax that thirty five percent percent tax works works out to seven hundred and seventy dollars so the actual cost of this final total of this project is 29.70 2 970 half of which is 14.85 that's where this these numbers this number comes from once the customer pays this money then we begin working we they pay you you print a copy of this and you have them sign you sign and you have them sign the bottom you keep a copy they keep a copy now we're gonna simulate them paying you we're gonna go to update payment status we're going to say the down payment they paid a down payment but the balance they did not pay not paid okay balance is not paid down payment is paid and we update success now we can see that there's a status of in progress because once you accept the pay data down payment you begin working and now we can see we have a balance of 14.85 we print a copy of this and we give it to them we let them know that this is paid and we have a balance okay once they're finished we come back to this invoice once the job is complete and they look at the job and they say everything is okay we come back to this and we just change the balance we make sure that this says paid down payment says paid make sure we're on the right invoice number we change the from not paid the balance from not paid to paid and then the progress the status will say complete and the balance will say paid in full we're going to do that in a second we're going to quickly review these last three buttons project statement project statement if we look at it it's essentially the top half of the invoice it just gives you a quick and dirty look at which the details of a project project 8 gives you the quick details of it start date end date costs customer name description that's it we can print that out as well if we need to batch statement uses date ranges if we use a date range it'll give us all the projects that fall within that date range it gives us an overall total of how much we made and how much taxes next we move to batch statement and if we read the description it tells you exactly what it does it gives you multiple statements within a given range and you can and it's also a printable we go into it and we can see that's the case we have a start date end date if we click in the box we'll get a little calendar pop-up calendar we click a date and it will give us all the projects that fall within that start and end date reports we can run four different types of reports we can run weekly reports monthly reports quarterly reports and yearly reports or or annual reports which however you say it annual yearly same thing now to do that we just change the date now when we're changing these dates we're going to get an error message you'll see in a second we're going to go from we're going to do february i think we have a couple of jobs in february i'll do february 1st see because we haven't put a proper end date in here yet this gail is given an error but once we put that february end date in there it'll recognize that it's a month recognizes a month and it says monthly report same goes for weekly let's say the second the first was a saturday we're gonna go to this friday and we'll see watch what happens let's go to the seventh and it shows us it's a weekly report for that week we had no jobs so that's how we do reports before we wrap up this video let's go back into the invoice and let's make it uh mr joe james likes the job that we did he's satisfied he wrote a nice review on our website so we're gonna go ahead and he paid us all all of our money we have no problems with mrs mr joe james so we're gonna go ahead and update his payment status make sure the down payment says paid and we go over to the balance make sure that says paid and we update the database now we can see the status says complete the balance is paid in full and that is it we can print another copy of this then we hit print mr joe sign and we sign give him a copy and we move on to the next job thank you for taking the time to watch this video if you feel that this tool can help you in your business click the link below and download yourself a copy thank you